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Project Administrative Assistant

Pathum Thani | Thailand

  • Organization: RIMES - Regional Integrated Multi-Hazard Early warning System
  • Location: Pathum Thani | Thailand
  • Grade: Mid level - Mid level
  • Occupational Groups:
    • Administrative support
    • Procurement
    • Project and Programme Management
  • Closing Date: 2023-02-11

      Major Duties and Responsibilities:

  Provide support for program administration activities and support to all team members in the organization of daily/weekly/monthly program implementation.

        Be responsible for day-to-day correspondence, information sharing and filing ensuring that appropriate follow-up actions are taken.

o   Preparation, distribution, and maintenance of documentation and meeting minutes related to the administration and execution of the program.

o   Management of a database of program documents in relation to program activities and other essential documents such as published event calendars and status reports; establishment of an electronic and hard copy file system.

o   Assist members of the team and other program experts from internal and external organizations with international and regional travel arrangements, as well as provide assistance with travel advance settlement.

        Preparation and maintenance of the inventory of the Department/Project assets including stationery, equipment, publications, storage retrieval, preparation of requests for the purchase of new products; and regular email monitoring for team member requests and follow-up

        Monitor project budget and financial expenditures and their conformity to the work-plan; process request for payments of direct payments and advance requests and assist in preparing project budget revisions.

        Liaise with the Operation Support Department on financial and administrative matters and ensure that all administrative and financial transactions are properly carried out according to the requirements of the project.

        Assistance in monitoring important timelines for different projects under the Department/Project and proactively notifying key staff on these deadlines.

        Maintaining an official directory of staff and consultants with functional designations who work on different projects.

        Other duties as assigned by Head of the Department/Project Director.



The Administrative Assistant will report to Head of the Department/Project Director.


Skills and Qualifications:


        Bachelor's degree or higher in business administration, development studies, social sciences, or any related field.

Work Experience

        At least 3 years of administrative assistance experience in providing assistance in project coordination, implementation and development of program assistance

        Experience with office operations, general office administration, and office maintenance; Ability to prepare and maintain the full set of accounts

        Experience in program planning and management plus skill in managing the budget and overseeing a project.

        Exceptional interpersonal and public relations skills, as well as the capacity to work in a multicultural team environment

        In-depth knowledge of organizing meetings through online platforms

        Fluency in oral and written English and Thai

        Proficient in Computer literacy


        Familiarity with non-profit organization works is regarded as an asset.

        Thai nationals are preferred, and international experience is a desirable qualification.

Personal Qualities

     High level attention to detail and accuracy

     Ability to follow through on tasks

     Flexible, creative, responsive, able to take initiative, open to learning


     Able to work within systems and procedures, work effectively in a small team environment involving the sharing of information and at times sharing workloads

     Able to analyze and integrate potentially conflicting numerical, verbal, and other data from a number of sources

     Willing to demonstrate, apply and share expert technical knowledge across the organization

     Able to work independently and multi-task and meet deadlines.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.